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Knowledge Management Tools in Practice:
Implementing a
Document Management
Solution Microsoft SharePoint
Geoff Evelyn
http://sharepointgeoff.com
“Knowledge Management
embodies organisational
processes that seek synergistic
combinations of data and
information processing capacity
of information technologies, and
the creative and innovative
capacity of human beings.”
Knowledge Management Concepts
Yogesh Malhotra, Ph.D.
Taming the Electronic Workplace…
Knowledge Management Concepts
Taming the Electronic Workplace…
Session Objectives:
•Identification of current issues What?
•Projected key benefits Why?
•Approach to implementation How?
•Timeframe and Staging When? •Key Strategies for Implementation
Knowledge Management Concepts
What?
Current Issues:
•Email Overload
•Information Intensity
•Document Disaster
•Improperly Managed Access
•Ineffective Collaboration Tools
•Disorganisation
•Lack of Accessibility
Why?
Projected Key Benefits:
•Easy Access
•Improved Information Management
•More Effective Use of Email
•Tools for Effective Collaboration
•Access Management
•Push technology Notification Services
•Improved Organisation of Information
•Integration with Current Enterprise
Why?
Right information,
right person,
right time.
How?
Approach to Implementation:
•Research and Conceptual Whitepaper
•Product Evaluation
•Hardware and Enterprise Requirements
•Training
•Planning
•Planning
•Planning
•Implementation
When?
Planning:
•Change in organisational infrastructure
•Change in Leadership
•Microsoft Enterprise or ?
•Competing Priorities
How?
Planning (97%):
•Analysis
•Benchmark
•Proposed Architecture
•Planning Templates
•Meet with Stakeholders
•Fine-tune Plan
•Training
•Coaching
Ready, Set, Go!:
•Create
•Implement
•Maintain
In Search of Excellence…
Document Management Concepts
Document Management Concepts
Microsoft Sharepoint
Dashboard Website Portal
Featuring:
•search functions
•document management features
•collaboration options
•Integration with enterprise office and windows
•Reusable customisable webparts
Document Management Concepts
Microsoft SharePoint
Document Management Features: •Browse categories
•Advanced search capabilities
•Subscribe to new or changing information
•Check documents in and out
•Review a document's version history (automatic
version tracking)
•Approve documents for publication-serial and
parallel approval routing
•Publish documents
•Role-based security
Document Management Concepts
Document Management Features
Categories:
Organize information by using categories.
Allows users to browse through information by
topic.
Document Management Concepts
Document Management Features
Role-based Permissions:
Coordinators-handle management tasks
Authors-add and update files
Readers-have read-only access to published
documents
Document Management Concepts
Document Management Features
Subscriptions:
Users can subscribe to documents, files or
folders and be notified of new or changed files,
both in the portal and by email.
Email notifications contain a link to the
new/changed file.
Document Management Concepts
Document Management Features Approval Processes:
Key Strategies
8 key strategies to improve implementation
of new KM technologies such as Document
Management.
Flavor of the Month
Strategy #1
Start small and pilot.
Key Strategies
Strategy #2
Begin with a business need and
use the tool to meet the need.
Key Strategies
Strategy #3
Find a champion.
Key Strategies
Strategy #4
Empower information flow by
giving appropriate authorisation
to end users.
Key Strategies
Administrator
Workspace and Folder Coordinators
Publishing Authors
Readers
Strategy #5
Create business rules for the
system and align with existing
systems.
Key Strategies
Strategy #6
Fill the space to get users started
(plant) and monitor the content
currency (prune).
Key Strategies
Strategy #7
Support staff with Training and
Resources to promote adoption.
Key Strategies
Strategy #8
Build it and They Will Come—
but ONLY if it meets their needs,
aligns well with daily work
practices, and makes it easier to
get the job done.
Key Strategies
Questions/Discussion
Geoff Evelyn
http://www.sharepointgeoff.com
geoff@geoffevelyn.com
Key Strategies
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